Senior Lease Administration Executive

Summary: Provide lease administrative support to Retail Leasing in managing the legal documents, ensuring compliance and maintaining accurate documentation to optimize retail lease portfolios. Job Description: 1. Lease Documentation Management • To prepare lease documents. • Ensure the full execution of legal documents by sending and tracking the execution of documents of both tenants and Landlord. • Ensure the timely stamping of the legal documents, payment and/or top up of security deposit. • Ensure tenants’ submission of signed Code ofConduct for the Leasing of Retail Premises and CEA Forms U2. • Ensure tenants’ compliance. 2. Arrears Management • Ensure timely rental payment by tenants. • Follow Standard Operating Procedure (SOP) for portfolio arrears management. 3. Property Tax • Assist Asset Management to manage property tax matters, including liaising with tax authorities by ensuring accurate and timely submissions/response, and recovery and refund of additional property tax with tenants. • Follow SOP for the application of unit numbering and separate assessment (after survey area is received from surveyor). 4. Contact Database and other administrative support • Ensure timely updates of contact database for tenants and business associates. • Support with relevant contact details for events etc. • To maintain, update and liaise with vendor on the credit monitoring list. • To arrange flower orders for new shops opening. 5. Compliance with SOP and Good Governance • Follow SOP for standardize filing and maintain file registry. • Housekeeping of soft copy documents and retail leasing folders. • Meeting audit requirement and enhance processes to comply with findings. 6. Tenant’s Insurance Policies • Tracking and monitoring submission of insurance policies from tenants. 7. Point of Sales and Gross Turnover (GTO) • Monitor submission of monthly gross sales turnover reports and follow up on non-submission submission of monthly manual gross turnover certificate via Point of Sales (POS) tenant’s portal. • Liaise with (POS) vendor on tenants missing monthly sales revenue. • Ensure the timely submission of yearly Statutory Declaration (SD) by tenants, input the sales in the SD into system and submit finance ad-hoc forms to Finance for adjustment of audited sales. • To assist Marcom to input their licence’s revenue generated from their media sites into the system for Finance billing. 8. Information Collation / Analysis and Updates • Support the team to prepare necessary statistical information when required. • Updating various records to ensure accurate and correct information for internal or shareholders analysis. 9. Preparation of Purchase Requisition Form • To prepare Purchase Requisition and obtain necessary approval relating to Retail matters. • To ensure vendors receive the e-copy of Purchase Orders in the Yardi Vendor Café. • To keep track of the POs issued and ensure timely GRN when goods are received and/or services rendered. To check the details of the invoices uploaded by vendors before routing the invoices to Approver. • To prepare the vendor inclusion for approvals. 10. People Development • Be a team player in the department. • Assist to organize and participate in activities that promote department and organizational interest. • To identify opportunities to improve property performance and work processes. Requirements: • At least 3 to 4 years of relevant working experience in a shopping mall and property tax matters a plus • Diploma / Degree in Real Estate • Excellent organizational skills • Pleasant personality and good interpersonal skills • Team player, self-motivated and ability to work independently In RQAM, we strive to provide each and everyone a, • Fun and Vibrant Work Environment • Nurturing leadership to hone your skills and support your career aspiration • Skills Competency Framework in place to work on your career ladder Interested applicants are invited to send your updated resume to hr@rqam.com.sg Only shortlisted candidates will be informed.